Administrative Assistant (Law Firm), 9-month contract

The Administrative Assistant role reports to the Office Manager and is offered on an initial 9-month fixed term contract.

The successful candidate will perform complex specialised secretarial and clerical support to the Office Manager with duties.

Key Responsibilities

Secretarial Duties

• Typing: including letters, emails, reports, amending documents etc.
• Answering and filtering telephone calls: liaising with external and internal clients and their secretaries, dealing with queries and relaying messages
• Monitoring post, email and voicemail, taking action when required
• Diary management: arranging meetings, booking meeting rooms, organising lunch and preparing paperwork
• Travel: arranging flights and accommodation; preparing itineraries as well as for visitors' reservations
• Billing administration: processing third party invoices, preparing billing guides, checking bills, preparing covering letters
• Maintain paper and electronic filing systems
• Processing timesheets, inputting time into time recording system on a daily/weekly basis
• Compiling and processing expenses
• Labelling, indexing and preparing files / court bundles / bibles
• Scanning and photocopying
• Support company events, conference, annual outing and annual dinner; responsible for all related logistics coordination
• Deal with vendors and supplies for the office daily operation needs.

Specialised Support

• Prepare and submit monthly applications for fixed office administrative expenses
• Liaise with government authorities (e.g., Department of Justice) to handle submissions and related application processes
• Assist with personal correspondence, diary commitments and other duties when asked
• Provide administrative and secretarial support to visiting Partners and Professionals if necessary
• Other ad hoc jobs assigned by the firm.

Key Requirements

• A university degree or equivalent
• 1-2 years of relevant experience in MNC, experience in foreign law firms is preferred
• Excellent typing skills in both English and Chinese
• Excellent communication skills in both English and Chinese (written & verbal)
• Computer literacy, familiar with all Microsoft Office applications
• Detail oriented, well organized, strong accountability, strong team player, share other people's workload when needed and the ability to work under pressure; Capable of multi-tasking; Enthusiastic to learn new skills
• Be flexible in working hours.

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The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.